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Checklist for Organizers

Init planning

  • [ ] Decide organizing team (3 < n < 10)
  • [ ] Decide city, ensure someone in the team can do ground work in the city
  • [ ] Decide tentative dates for the conference
  • [ ] Meet up physically, or over video-chat at least once
  • [ ] Understand motive for conference, decide theme (if any)
  • [ ] Decide target number of participants
  • [ ] Divide responsibilities, assign owners at the highest level
  • [ ] Decide timeline of TODOs, make a list like so: https://github.com/inclojure-org/organization/blob/master/plan.org
  • [ ] Discuss commercials broadly, keep it realistic
  • [ ] Prev year’s organizers share creds with team [github, ticketing, proposals, banking, etc]

Venue

  • [ ] Make a list of potential Venues
  • [ ] Research, call them up, find out availability
  • [ ] Fill up relevant details in table like https://github.com/inclojure-org/organization/blob/master/plan.org#venue-options
  • [ ] Visit venue, evaluate choices
  • [ ] Ensure spaces for: sponsor booths, hallway track, snacks, registration, etc
  • [ ] Negotiate accommodation in venue for speakers, and non-local organizers if possible
  • [ ] Visit a few days in advance to ensure everything is set

Commercials

  • [ ] Decide owners
  • [ ] Understand previous year’s spendings
  • [ ] Understand minimum sponsorship, ticketing requirements to make the conference happen
  • [ ] Based on broad plan for year, decide budgets for talks, workshops, venue, etc
  • [ ] Decide speaker reimbursements
  • [ ] Decide organizer reimbursements
  • [ ] Ensure owners have access to funds
  • [ ] Track commercials on a spreadsheet accessible to all organizers

Website

  • [ ] Decide owner for website
  • [ ] Decide theme/visual changes in website
  • [ ] Ensure continuous deploy is setup
  • [ ] Ensure HTTPS is setup
  • [ ] Make updates, edits through the organization process

Sponsorship

  • [ ] Decide sponsorship levels, limits, and benefits based on commercials
  • [ ] Make, or update the sponsorship prospectus (https://github.com/inclojure-org/organization/tree/master/sponsorship)
  • [ ] Make a list of potential sponsors
  • [ ] Send out sponsorship emails to potential sponsors
  • [ ] Follow up with sponsors
  • [ ] Announce sponsorship on twitter

Invite Speakers

  • [ ] Decide how many international speakers to invite
  • [ ] Make fantasy list of speakers to invite, trim it down. Max 3.
  • [ ] Talk, or Write to speakers interested in order of priority
  • [ ] Follow up, get approval.
  • [ ] Arrange for their travel, share details with them.
  • [ ] Arrange for their accommodation, share details with them.

Talks

  • [ ] Open CFP
    • [ ] Decide types of talks, open/close dates, speaker benefits
    • [ ] Finalize CFP form, and add all above details on page
    • [ ] Link to CFP from website and vice versa
    • [ ] Publicize CFP
    • [ ] Write to all the clojure companies, asking them to encourage speakers
    • [ ] Keep publicizing CFP until we have enough submissions
  • [ ] Talk Selection
    • [ ] Close CFP, or extend CFP, tweet about it
    • [ ] Decide committee for the year (preferably at least one organizer in it)
    • [ ] Write to them, get approval
    • [ ] Share proposals over github, etc
    • [ ] Use papercall, or something alike, to decide top-list of talks
    • [ ] Set date for selection of talks, get committee to evaluate by then
    • [ ] Organizers go over final list of talks, make final calls, make schedule
    • [ ] Announce talks, publicize with schedule.
  • [ ] Make schedule
    • [ ] Go over last year’s list as a reference for timings and planning
    • [ ] Ensure the timing of talks matches venue timings
    • [ ] Plan for sufficient time in between talks for attendees to socialize
    • [ ] Plan for sufficient time in between talks for speakers to get ready
    • [ ] Plan for non-full-talk sessions (lightning talks, fish bowl, panel, unsessions, etc)
  • [ ] Coordinate with speakers
    • [ ] Communicate acceptance, or rejection, or waitlisting
    • [ ] Get speaker details for the website, and announcements
    • [ ] Send out guidelines for talks, ask for slides at a given date
    • [ ] Setup reviewers for talks, and slides
    • [ ] Give feedback to speakers, help them with whatever they need for the conference

Tickets

  • [ ] Decide pricing
    • Example: [Day 1: 1000], [Day 2: 2000], [Day 1+2: 2500]
  • [ ] Add early bird pricing, and dates
  • [ ] Add workshop pricing, and dates
  • [ ] Set up ticketing portal
  • [ ] Ensure bank details are set
  • [ ] Put up ticketing on the website
  • [ ] Setup discounts, or links for sponsor tickets, organizers, op-grants, etc
  • [ ] Announce opening of tickets, publicize
  • [ ] Sell tickets
    • [ ] Tweet again, ask more people to retweet
    • [ ] Write to all the potential sponsors asking them to
    • [ ] Write to potential sponsors about tickets being available

A/V

  • [ ] Decide AV requirements at a broad level
  • [ ] Decide an AV vendor (check previous years list of vendors, pricing)
  • [ ] Mediate discussions between the venue in-charge, and the AV vendor

Stage, and Event Management

  • [ ] Decide stage and venue setup requirements at a broad level
  • [ ] Decide an AV vendor (check previous years list of vendors, pricing)
  • [ ] Decide an Event management vendor (state, AV)
  • [ ] Mediate discussions between the venue in-charge, and the AV vendor

Internet setup at venue

  • [ ] Assign owners
  • [ ] Understand internet requirements based on workshop, talks, etc
  • [ ] Decide vendors for internet (venue, or external)
  • [ ] Follow up with them, coordinate with venue in-charge

Workshop

  • [ ] Decide owners
  • [ ] Decide target audience groups
  • [ ] Decide the conductors, and volunteering tutors
  • [ ] Decide the duration, max-num-of-audience, format of workshops
  • [ ] Understand infra requirements, communicate to team
  • [ ] Decide tooling needs
  • [ ] Update workshop page with details on the website
  • [ ] Tweet about workshop early, open registrations before conference registrations
  • [ ] Work on content of workshop
  • [ ] Ensure tutors are familiar with workshop
  • [ ] Write to attendees about setup instructions

Media

  • [ ] Assign owner to twitter
  • [ ] Ensure branding is consistent across website, twitter, ticketing, etc
  • [ ] Make designs, or illustrations as per the year’s theme
  • [ ] Decide stage, or banner setup, and coordinate with venue/stage vendors

Swag / Give-aways

  • [ ] Assign owners
  • [ ] Design, or decide what the give-aways will be, based on commercials
  • [ ] Decide on stickers, t-shirts, mugs, socks, gadgets, etc
  • [ ] Coordinate with vendors for delivering swags well before the conference
  • [ ] Ensure lanyards are printed, with people’s names on them

Opportunity grants

  • [ ] Decide owners
  • [ ] Decide target audience
  • [ ] Decide criteria for acceptance, and set an end-date for it, add to website, announce it
  • [ ] Setup application form, process, be notified when someone applies
  • [ ] Go through applicants, decide who qualifies
  • [ ] Write to applicants for more information, potentially
  • [ ] Write to applicants who qualified, and who didn’t
  • [ ] Send qualifiers tickets

Last mile

  • [ ] Once talks are done, decide and publish schedule, announce it
  • [ ] Plan locations in venue for talks, lunch, and lobby talks
  • [ ] Coordinate daily with A/V, Stage, Venue vendors
  • [ ] Decide volunteers for the registration desk
  • [ ] Make payments to vendors